Administrative Assistant
Department: Administration
FLSA Status: Non-Exempt
Workers Comp Code: 8810-03
Work Schedule: M-F 8-5 with flexibility
Generally M-F 8-5
Job Status: Full Time
Reports To: Chief Financial Officer
Amount of Travel Required: No travel required
Positions Supervised: None
POSITION SUMMARY
The Administrative Assistant plays a major role in the flow of work-place information management. The
person filling this role is the first line of contact for consumers and their families, for funders, and for
the public.
ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
Administrative Assistant
• Operate telephone switchboard to answer, screen and forward calls, providing
information, taking messages and scheduling appointments.
• Receive payment and record receipts for services and or donations.
• Perform administrative support tasks such as proofreading, transcribing handwritten
information, and operating calculators or computers to work with pay records and
invoices.
• Greet persons entering establishment, determine nature and purpose of visit, and
direct or escort them to specific destinations.
• Communicate with customers, employees, and other individuals to answer questions,
disseminate or explain information, and address complaints.
• File and maintain paper and electronic records.
• Transmit information or documents to customers, using computer, mail, or facsimile
machine.
• Provide information about services that are and are not provided within the
organization.
• Keep a current record of staff members' whereabouts and availability.
• Collect, open, sort, distribute and prepare mail, messages and courier deliveries and
prepare outgoing mail.
• Receive and make orders for supplies and materials.
• Schedule space and the use of specialized equipment (e.g., scanners and keypads).
• Enroll individuals to participate in programs and notify them of their acceptance.
• Perform duties such as taking care of plants and straightening magazines to maintain
office and reception area.
• Compile, copy, sort, and file records of office activities, business transactions, and
other activities.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice
mail systems, and personal computers.
• Compute, record, and proofread data and other information, such as records or
reports.
• Maintain and update filing, inventory, mailing, and database systems, either manually
or using a computer.
• Review requests for files, records, and other documents and route these requests to
the appropriate sources.
• Deliver messages and run errands.
• Inventory and order materials, supplies, and services.
• Complete work schedules, manage calendars, and arrange appointments.
• Monitor and direct the work of clerical assistants as directed by the Business Manager.
• Type, format, proofread, and edit correspondence and other documents.
• Train other staff members to perform work activities. Assist as needed in training
related to new software and computer applications.
• Troubleshoot problems involving office equipment, computer hardware and
implementation of new software.
• Other administrative duties as assigned.
POSITION QUALIFICATIONS
SKILLS & ABILITIES
Education/Training:
Training in computers and internet technology.
Experience:
One to two years general office related experience in computers and internet technology.
Competency Statement(s)

Active Listening - Ability to actively attend to, convey, and understand the comments and
questions of others.

Accountability - Ability to accept responsibility and account for his/her actions.

Accuracy - Ability to perform work accurately and thoroughly.

Adaptability - Ability to adapt to change in the workplace.

Communication, Oral - Ability to communicate effectively with others using the spoken word.

Communication, Written - Ability to communicate in writing clearly and concisely.

Complex Thinking - The ability to think with complexity. Examples would be to; 1) solve
complex problems with many variables to consider, some unknown, 2) Make delicate decisions,
such as whether to charge a customer more for profit or take less to preserve an important
relationship and 3) Think creatively and critically to develop new products or processes.

Confidentiality - Ability to use discretion and maintain confidentiality regarding sensitive
customer and company information.

Conflict Resolution - Ability to deal with others in an antagonistic situation.

Consensus Building - Ability to bring about group solidarity to achieve a goal.

Creative - Ability to think in such a way as to produce a new concept or idea.

Detail Oriented - Ability to pay attention to the minute details of a project or task.

Decision Making - Ability to make critical decisions while following company procedures.

Enthusiastic - Ability to bring energy and a positive outlook to the performance of a task.

Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.

Friendly - Ability to exhibit a cheerful demeanor toward others.

Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

Interpersonal - Ability to get along well with a variety of personalities and individuals.

Negotiation Skills - Ability to reach outcomes and overcome objections, that gain the support
and acceptance of all parties.

Organized - Possessing the trait of being organized or following a systematic method of
performing a task.

Professionalism - The ability to maintain a professional image and demeanor.

Responsibility - Ability to be held accountable or answerable for one’s conduct.

Relationship Building - Ability to effectively build relationships with customers and co-workers.

Reliability - The trait of being dependable and trustworthy.

Research Skills - Ability to design and conduct a systematic, objective, and critical
investigation.

Self Confident - The trait of being comfortable in making decisions for oneself.

Self Motivated - Ability to be internally inspired to perform a task to the best of ones ability
using his or her own drive or initiative.

Team Builder - Ability to convince a group of people to work toward a goal.

Time Management - Ability to utilize the available time to organize and complete work within
given deadlines.

Tolerance - Ability to work successfully with a variety of people without making judgments.

Working Under Pressure - Ability to complete assigned tasks under stressful situations.
Certificates & Licenses
Prepared by:___________________________ Date: ______________
Approval Signature:_____________________ Date: ______________
Employee Signature:____________________ Date: ______________
The Company has reviewed this job description to ensure that essential functions and basic duties have
been included. It is intended to provide guidelines for job expectations and the employee's ability to
perform the position described. It is not intended to be construed as an exhaustive list of all functions,
responsibilities, skills and abilities. Additional functions and requirements may be assigned by
supervisors as deemed appropriate. This document does not represent a contract of employment, and
the Company reserves the right to change this job description and/or assign tasks for the employee to
perform, as the Company may deem appropriate.